Draft_TO_PWS_AG-3187-S-14-0005_04_Feb_2014.docx

Performance Work Statement (PWS) Task Order Proposal Request 001 Against the HR Technology Implementation and Advisory Services Support IDIQ

February 04, 2014

1.0 Introduction

The U.S. Department of Agriculture (USDA) Forest Service (FS) seeks qualified Contractors to assist with application implementation in the Human Capital Management (HCM) Enterprise as well as strategic support services to HCM leadership.

2.0 Background

Within FS, Human Capital Management (HCM) provides comprehensive human resource (HR) services to nearly 40,000 full-time and seasonal employees. HRM services include labor management and employee relations, employee development, staffing, classification, Equal Employment Opportunity, and other related functions. In providing support across FS, HRM uses online tools and applications to streamline requests and responses to HR services. Previous contractor support has assisted FS in managing and implementing HR Information Systems (HRIS) applications within the HCM Enterprise. Currently, seven applications have been implemented to-date with five additional applications being implemented in FY2014.

Under this task order, the Contractor shall support FS in the implementation of:

3.0 Task Order Objectives

Through Contractor support, FS expects to achieve:

Professional project management that establishes and adheres to a roadmap, plan, and schedule for implementing the IT tools.

Timely identification, mitigation and monitoring of potential and actual project risks.

Accurate identification and documentation of technical requirements necessary to achieving a successful implementation effort.

Compliance with regulatory and oversight authorities regarding capital planning, budget planning and execution and contract management activities.

Technical subject matter expertise and advice during the planning and performance of technical phases, including design, implementation, testing, and demonstration.

Thorough identification and recommendations for cultural changes necessary to support IT tool implementations.

Training that equips Government personnel to expertly use and maintain the IT tools.

4.0 Scope

For the initial period of performance, Forest Service (FS) anticipates a need for resources in support of three categories of work – Advisory Services, IT Technology Implementation support and Capital Planning, Budgeting and Procurement Support.

The Contractor shall:

4.1.1 Conduct a kickoff meeting with the Government.

4.1.2 Develop and present a draft task order Project Management Plan (PMP) at the kickoff meeting. The PMP shall outline project management-related information, including the Contractor’s approach; a Work Breakdown Structure (WBS) to executing tasks; a detailed project schedule including key milestones, resources required to accomplish the elements of the plan; quality assurance; identified risks; etc.

4.1.3 Finalize the PMP based on feedback from the Government.

4.1.4 Update the PMP upon request from the Government or whenever major changes occur to the timeline.

4.1.5 Preparation and submit a monthly Cost/Status report, which shall include major accomplishments made during the period, as well as any issues encountered.

4.1.6 Attend and participate in weekly and monthly (as needed) task order performance meetings, including development of agendas and meeting documentation.

The Contractor shall provide the appropriate project, risk and issue management services. Contractor shall assume two of the tools have documentation existing that will only need to be updated based on Contractor and Review Board comments. Tasks will include the following:

4.2.1 Draft the initiative-specific Risk Management Plan.

4.2.2 Revise the initiative-specific Risk Management Plan based on feedback from the Government or upon identification of new risks.

4.2.3 Maintain an ongoing Risk Management Register.

4.2.4 Draft the initiative-specific Issue Management Plan.

4.2.5 Revise the initiative-specific Issue Management Plan based on feedback from the Government or upon identification of new issues.

4.2.6 Maintain an ongoing Issue Management Register.

4.2.7 Draft meeting materials including presentation decks, white papers or other types of management and/or budget information analyses regarding the project.

4.2.8 Attend and participate in project management meetings, which may include the Contractor presenting, facilitating and providing meeting support services (scheduling, note-taking, etc).

Based on the current state of each initiative described in 2.0 Background, the Contractor shall provide the appropriate design services:

4.3.1 Draft a Requirements Management Plan that specifies how the Contractor plans to gather, analyze, identify, prioritize, track, trace and manage requirements for each initiative.

4.3.2 Revise the Requirements Management Plan based on feedback from the Government.

4.3.3 Develop a Requirements Specification Log/traceability matrix for each initiative.

4.3.4 Conduct a fit/gap analysis and document the results.

4.3.5 Assist the Forest Service Project Manager in Scheduling and facilitating Functional Design Session meetings with vendors, at which the Government will clarify any questions related to the requirements.

4.3.6 Develop the Functional Design Documents based on information obtained during the meetings.

4.3.7 Develop a Conference Room Pilot Scenario that details the business scenario to be demonstrated in the Conference Room pilot, which will be developed by the vendor. The document should contain, but not be limited to information such as the major processes to be provided, description of what the demonstration will entail, logistics for the demonstration, etc.

Based on the current state of each initiative described in 2.0 Background, the Contractor shall provide the appropriate testing, coordination and oversight services:

4.4.1 Draft User Acceptance Testing Strategy with the Government Governance Board, Business Owners, HRIS personnel, and vendor personnel. The Testing Strategy shall cover topics including, but not limited to the following:

Scope and approach for each sub-phase of testing Testing timelines Passing criteria/metrics for each sub-phase of testing Roles and responsibilities Defect management Information related to the environment established for each sub-phase of testing

4.4.2 Implement the testing strategy.

4.4.3 Track defects/enhancement requests.

4.5.1 Provide Post-Production coordination and oversight support after the systems goes live in order to confirm that the system is working as intended and users are effectively and efficiently utilizing the system.

4.5.2 Assist Business Owners in utilizing the system by answering questions and rectifying any issues related to processes and SOPs.

4.5.3 Coordinate with the vendor on any issues that the Government is facing in the Post-Production of the system. The Contractor shall include details of any issues presented and the resolutions provided.

4.5.4 Create, distribute, collect, and track Customer Feedback Surveys, to capture feedback from all customer input sources, including e-mail, support desk, and phone contacts. The surveys will be gathered for evaluation and included in a Customer Feedback Survey Results Report.

4.6.1 Provide support to the Management team to ensure effective implementation. Support may include assessing the organization risk and readiness; mobilizing and aligning the leaders; aligning the organization; and communicating and mitigating risks.

4.6.2 Train leaders to support change management by providing tools/guidance needed to support and implement changes across the HCM organization.

4.7.1 Develop a Training Strategy that includes detailed curriculum, in coordination with the vendor and the Government.

4.7.2 Design the instructional materials for the system training course(s) based on the Training Strategy. Materials to be developed by the Contractor shall include the following items:

Instructor’s Manual Participant Workbook Scenario-based Exercises/Knowledge Checks PowerPoint presentations Job Aids Web-Based Training Modules (may be hosted on AgLearn)

4.7.3 Develop and provide train-the-trainer sessions.

In support of the six initiatives identified, the Contractor shall:

4.8.1 Assist FS to identify available tools that meet FS needs through unbiased market research, including identification of tools/solutions adopted by other federal agencies and how those federal agencies utilize the tools/solutions.

4.8.2 Create a legislative and regulatory impact checklist that includes all relevant legislative and regulatory requirements applicable to HR IT tools (includes but not limited to U.S. federal laws and regulations, OMB and government-wide policies, USDA regulations and policies and FS regulations and policies).

4.8.3 Conduct a legislative and regulatory impact assessment for each proposed tool to ensure that the tools address all relevant legislation and regulations. The assessment will identify compliant tools or make recommendations on cost-effective alternatives or modifications to enable the FS to achieve compliance.

4.8.4 Conduct a cost impact assessment for each proposed tool, including initial procurement, licensing, customization/configuration requirements, implementation and life-cycle costs.

4.8.5 Assess FS organizational, management and procedural changes required for the tools to be successful, independently and as an enterprise solution across all tools.

4.8.6 Recommend industry/government best practices in the implementation of each tool, including implementation timeline for each tool.

4.8.7 Develop briefing materials that enable FS leadership to make informed decisions.

4.9.1 Draft capital planning documents.

4.9.2 Revise the capital planning documents based on FS feedback.

4.9.3 Draft required budget submission documents.

4.9.4 Revise budget submission documents based on FS feedback.

4.9.5 Aid the Government in drafting procurement packages for each tool, including market research summaries, acquisition plans, performance work statements, independent government cost estimates and other procurement package sections as required by FS Acquisition Management.

4.9.6 Finalize procurement packages based on FS feedback.

4.9.7 Participate as an advisor to source selection teams, provided Contracting Officer approval.

4.9.8 Provide ongoing assistance in contract administration, including tracking of invoices.

4.10.1 Develop a transition plan for transitioning existing work to this task order.

4.10.2 Work with the incumbent contractor and the Government to transition tasks, documents and data at the beginning of the task order within agreed upon timeframes.

4.10.3 Upon completion of this task order, work with the Government and the new contractor to transition tasks, documents and data. All documents and data will be available in industry standard formats.

5.0 Performance Standards

(AQL)

Monitoring Method

No deliverable is late without prior approval from the COR.

100% review the by the COR.

No deviation for final deliverable.

100% review by the COR of training materials. Feedback from training session participants.

Incentives/Disincentives:

For each missed AQL in a one-month period, the Contractor shall discount that month’s invoice by 5% of the monthly fixed price total.

6.0 Deliverables

The following table includes deliverables and expected due dates. Deliverables shall be provided electronically in a Microsoft Office Suite product pre-approved by the COR.

7.0 Inspection and Acceptance

The Government will perform inspection of the deliverables and services received from the Contractor in accordance with the contract Quality Assurance Surveillance Plan (QASP). The Government has the right to perform periodic surveillance of the Contractor to ensure that the Contractor’s work products and quality control processes are in compliance with the contract requirements. The Government and the Contractor will coordinate Government surveillance in a manner that will not unduly delay or disrupt the Contractor’s performance of the contract.

The COR will have ten (10) business days to review draft deliverables and make comments. The Contractor will have ten (10) business days to make corrections. Upon receipt of the final deliverables, the COR/designee will have ten (10) business days for final review prior to acceptance or providing documented reasons for non-acceptance. Should the Government fail to complete the review within the review period the deliverable will become acceptable by default.

The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR/designee of the specific reasons for rejection. The Contractor shall have five (5) workdays to correct the rejected deliverable and return it per delivery instructions.

8.0 Period of Performance

Anticipated Contractor Start Date: 01 June 2014

9.0 Place of Performance

Work will be performed primarily at the contractor’s facility but may require some travel to the Albuquerque Service Center (ASC) in Albuquerque, New Mexico, Washington DC, and other Forest Service locations in the USA. Contractors will not be able to access Federal facilities on the following observed holidays:

*If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

10.0 Travel

Travel may be required under this contract to meet with stakeholders. Travel must be approved in writing by the Task Order COR in advance of any costs being incurred by the contractor. All travel must be in accordance with the Federal Travel Regulation.

11.0 Government Furnished Property/Information

Based on the needs of the Government, the contractor may be provided with some standard workspace at the Government’s facility, including a desk phone and laptop computer with access to the FS network. The availability of Government Furnished Property and facilities will be determined by the COR.

12.0 Key Personnel

The Contractor shall employ and maintain personnel in the management and key staff positions who meet the minimum requirements for each of the skill levels to which they are assigned, and shall be capable of performing the functions described in a competent and professional manner.

Task Order Project Manager: The Contractor shall designate a Task Order Project Manager (PM) as the single point of contact (POC) with FS for communications issues, concerns, or problems that arise on this contract. The PM shall have the authority to commit the Contractor and make decisions for the Contractor, and shall be the single Contractor representative responsible for all issues, concerns, or problems. The PM shall readily respond to FS questions, concerns, and comments. The PM shall proactively alert FS to potential contractual issues. The PM must be available during normal duty hours, as specified herein to meet (either in person or by phone) with Government personnel within 24 hours to discuss problems.

The Contractor shall submit resumes to the Government COR for coordination and review prior to formally adding new employees to this effort. The contractor is responsible to hire and retain individuals of the highest ability who are appropriate for the assigned task. The COR will raise performance issues to the CO and a meeting will promptly be scheduled to discuss with the contractor.

The Contractor agrees that no Key Personnel substitutions or additions will be made unless necessitated by compelling reasons including, but not limited to, illness, death, maternity leave, or termination of employment. In such event, the Contractor must promptly provide the information required below to the COR for approval prior to any substitution or addition of Key Personnel. Proposed substituted must have qualifications that meet, or exceed the qualifications of the persons replaced. Whenever possible, fully compliant requests for substitutions or additions must be submitted, in writing to the COR for approval at least fifteen business days in advance of the proposed change. The COR will notify the Contractor within fifteen business days after receipt of all required information of the decision on substitutions or additions. All disapprovals will require re-submission of another substitution or addition within fifteen days by the Contractor.

Request for Key Personnel changes must provide a detailed explanation of the circumstances necessitating the proposed substitutions or additions, a complete resume for the person to be substituted or added, and any other information requested by the COR.

Noncompliance with the provisions of this clause will be considered a material breach of the terms and conditions of the contract for which the Government may seek any and all appropriate remedies, to include termination for default.

13.0 Contracting Officer’s Representative

The COR is responsible for the technical direction of the contract work. In no event, however, will any understanding, agreements, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual document executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer shall be informed as soon as possible of any actions or inactions by the contractor or the Government which may affect the price, required delivery or completion times stated in the contract, so that identified desired changes and outside influences on the contract may be modified as necessary. Whenever, in the opinion of the contractor, the COR requests efforts outside the scope of the contract, the contractor shall advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferable in writing if time permits. Proceeding with work without proper contractual coverage could result in non-payment.

A copy of the COR delegation letter shall be provided to the Contractor five days after award.

The Contracting Officer is the only person authorized to approve changes. This authority remains solely with the Contracting Officer. In the event that the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase incurred as a result thereof.

14.0 Additional Requirements

All terms and conditions in the basic IDIQ contract award are applicable to this task order.

Task Order Proposal Request 001